Shelter Event Guidelines_FINAL

RESCUE/SHELTER/ANIMAL WELFARE EVENT GUIDELINES
Hello and wecome to the first annual Fetch A Friend Adopt-a-thon! We are so excited to be
partnering with you on this event that we hope will result in findng homes for a large number of
animals and also help to raise awareness for homeless pets in our community.
We know how hard you all work to fix this community issue, and we are hoping that events
like this help you to spread your organizations message. To enusre that the 2015 Fetch A Friend
Adopt-a-thon is a success, please review the following guidelines with your teams prior to
the event. We will provide you with an additional copy on the day of the event to ensure it is
available to be referenced throughout the day.
Thank you again for your tireless efforts to help the homeless pets in Ohio!
GENERAL EVENT INFO
Location: Ohio Expo Center, Lausche Building 717 E 17th Ave, Columbus, OH 43211
Date: May 9, 2015
Time: 10am-7pm
SET-UP INFORMATION
Date: May 9, 2015
Time: 8am-9:30am
Entrance/Registration: Enter at drive-in freight entrance at north side of building. The registration/
check-in tables will be inside the door for easy access. Please instruct all fosters, handlers etc. to enter
with any animals here. Your group will be able to park in the lot directly in front the entrance.
Vendor/Participant/Volunteer
Registration
Concessions
Meet & Greet Rooms
Prize Wheel/
Raffle
Pup Playpen
RESCUE/SHELTER/ANIMAL WELFARE EVENT GUIDELINES
BOOTH GUIDELINES
• Groups must ensure that all materials, volunteers, tables, chairs, etc. remain within their designated
booth space.
• Tents may be used within designated booth space
• Booths will come equipped with 2 metal chairs. If requested during the registration process, your
booth will also have an 8’ table. If you did not request a table and would like to add one, please
notify event coordinators at [email protected] by May 5th. Tables, if ordered,
will come with table skirts and a $10 cost will be collected at time of check-in.
• Smoking is strictly prohibited in the facility.
• Wi-fi access can be purchased on the day of the event for $19 + tax. Cellular service is
not guaranteed in the event space.
• Electricity in the booth space must be requested within 2 weeks of event date and will cost an
additional $50 for the day.
• Your group is permitted to sell, fundraise etc. during the event.
CHECK-IN PROCESS
At time of set-up, a member of your organization will be required to check in at the registration desk.
At that time, they will be given the event packet and directed to the booth space. Volunteers may
be available to assist groups with unloading/setup if needed.
MAKING THE EVENT A SUCCESS
Please help us market the event by sharing and inviting your followers to “like” our facebook
page at www.facebook.com/ohiofetchafriend. Please see media recap at the end of this guide.
We have extensive media coverage so it is imperative that you have has many adoptables as possible.
• It is most important that you are bringing as many adoptable animals as possible. Bring extra crates
and carriers to allow you to have animals on hand that you are able to rotate out during the day.
More options means more adoptions.
• Banners with organiztional name, and hung on the back of the booth space are highly recommended.
Please be sure to bring zip ties or clothesline/rope to adhere the banner to the drape pole. Tape,
staples, nails, glue are prohibited. Any tools used to hang banners or decoration will need to be
removed/cleaned leaving no damage of any sort behind.
• Wearing branded t-shirts with your organizational name is highly recommended
• Reduced adoption fees are also recommended to help drive adoptions.
• Remember to bring plenty of adoption and foster applications and any organizational literature.
• It is suggested to bring an email sign-up form to the event that can be completed by attendees.
• Make sure that volunteers are well-versed in your organizations mission statement and that
they are aware of who they are volunteering with and the adoptable animals that are in attendance.
• We will be asking each group to keep a tally throughout the day of adoption applications submitted
so that we can do periodic counts that we can report during the event. Post event, each group will be
contacted over the course of 4 weeks to get final and confirmed adoption tallies.
• Be sure to bring dog/cat food and water bowls.
RESCUE/SHELTER/ANIMAL WELFARE EVENT GUIDELINES
GENERAL SAFETY
We understand that each organization likely has their own set of safety guidelines that are
required to be followed during adoption events. Please review some additional safety
suggestions below to help ensure we keep our event safe for all attendees and participants.
• Set your adoptable animal up for success by staying alert at all times. This can be done by
keeping conversations short, keeping cell-phones turned off and hidden away, and being
aware of any cues/signals that your adoptable animal may be giving you.
• Limit yourself to ONE dog per handler, no matter how small the dog. If you must take a break
then find a person to watch your pet or put them into a crate while you are gone.
• If you are handing over your foster pet to another handler, make sure to inform them of any
issues your foster pet may have (i.e. high prey drive, food aggression when other dogs present,
uneasy around men, reacts to sunglasses, not good with small dogs, cat aggressive, etc.)
• Please wear appropriate clothes and footwear. Wear closed-toe, non-skid shoes if you plan on
handling an animal at the event. It will help you control the animal, and this could reduce injuries to
you and your animal if ever your animal pulls you into another.
• Absolutely NO flexi/retractable leashes - it allows the least control of the dog you are handling. .
Harnesses and martingale collars offer the best control. Be sure to also limit leash length to 5’ or less.
• No personal pets should be brought to event.
• Keep dogs away from the cat area even if they are cat-friendly as this can be VERY stressful
for the cats in cages. Also keep dogs away from other groups/dogs to maintain calm.
• If there is another dog sleeping, eating, or drinking, do not take your dog near the other dog.
• Do not let your dog off leash or unattended under ANY circumstances.
• If you are uncomfortable handling a particular dog, then please ask somebody else to take the
dog. Dogs can sense your nervous energy and that’s not doing any good for you or the dog.
• No high value treats that cannot be eaten right away unless your dog is isolated from other dogs
and you are supervising VERY closely (i.e. rawhides and other chewies).
• Avoid dogs meeting face to face. Don’t ever let a dog charge another dog, even if it’s to play.
Watch out for stiff posture, tail high up in the air, hackles up, ears forward, tight lips with corners of
mouth curled, and feel for growling through the leash. Even if you have a “dog-friendly” dog,
you never know what will set them off under stressful circumstances.
• Remember to reward good behavior. Sitting, relaxed and calm when other dogs walk by, walking
on a slack leash, meeting people without jumping, etc.
• Remember, you will likely be dealing with families with children. Please be sure to monitor
interactions to ensure safety at all times. Please be sure to ask for distance when needed.
• We request that handlers remain in their booth space at all times, unless utilizing the meet and
greet rooms or exiting for a potty break (potty area info to be provided at venue). This will
help to ensure we are maintaining a safe environment for all!
RESCUE/SHELTER/ANIMAL WELFARE EVENT GUIDELINES
MEET AND GREET AREAS
We have 3 secure meet and greet areas in the venue. This is a great place for your adoptable
animal to spend some time with a potential adopter. We will have safety guidelines posted
on each door, as well as volunteers managing the use of the meet and greet rooms. Handlers
are, however, responsible for ensuring safe interactions etc.
To utilize one of the meet and greet rooms, you may do so by walking your animal on a short leash
to the meet and greet rooms, and then waiting for the designated volunteers to let you in.
We are requesting that meet and greets are limited to 15 minutes at a time. If additional time is
needed, please ask the volunteer attendees if additional time is available.
POTTY GUIDELINES
Pet Butler will be on hand during the event to help with cleanup. Please be sure to bring poop bags
and paper towels to clean up as needed throughout the day. We will have designated potty areas
that will be marked for use.
DISEASE CONTROL
By following some simple safety guidelines, we can ensure that we keep a disease free environment.
• Please be sure to clean up urine/poop as soon as possible and dispose of the waste properly and
as indicated at venue.
• Use sanitizer when cleaning. We will have a few bottles on hand for use as well.
• Be sure to use hand sanitizer often when handling animals and make sure to instruct attendees
who have handled the animals to use as well. We will supply each booth with one bottle of hand
sanitizer for use during the event.
• Be sure to thoroughly clean any scratches/wounds immediately to limit the risk of infection.
We will have a basic first-aid kit on hand for use at the registration area.
IN CASE OF EMERGENCY
Immediately notify a volunteer or Fetch A Friend committee member of any emergencies.
Fetch A Friend committee members and volunteers will be wearing volunteer t-shirts and will all
be wearing name tags.
POST-EVENT
Please read the following post-event guidelines that will need to be completed by all registered groups.
• Cleanup-all booths must be left in the way they were received.
• All groups will be required to submit an event survey (1 per group). We will be choosing one group
at random to receive a GIFT for their organization.
• All groups should have extra hands ready to perform application processing, etc. to ensure
timely follow-up with interested adopters.
• All groups will be required to report actual adoptions from event 4 weeks post-event.
RESCUE/SHELTER/ANIMAL WELFARE EVENT GUIDELINES
TIPS TO HELP KEEP DOGS CALM
• Exercise your dog for a minimum of 1 hour prior to the event
• Calming treats or calming aids prior to coming to the event
• Use the calming spray that is being provided by DoTERRA (one bottle will be provided for each booth)
to spray either the Fetch A Friend bandanas that are provided (or your own) and place around
the dogs neck to help keep them calm during the event.
MEDIA OUTLINE
Please see the media listing below of CONFIRMED marketing that is planned for our event. We
are feeling very confident that we have worked out some very meaningful coverage that will
result in huge attendance. We know that the people attending are doing so likely with the intent
or interest to adopt/learn about adoption. It is imperative that each group brings as many
adoptable animals as possible to ensure we have a large selection to offer!
We encourage you to recruit fosters/skilled volunteers to assist you to ensure maximum participation.
• WOW Cable - running the Fetch A Friend 30 second commercial in 512 spots on multiple channels.
Campaign begins April 27th and runs through 5/1
• WNCI - 30 second commercial to run 5/4 - 5/9
• WCOL - 30 second commecial PSA
• 97.1 - to run 60 second commercial
• TV spots on multiple morning shows and broadcasts
• Donatos Pizza - adhering 5000 event flyers to pizza boxes beginning 4/25
• Print ads in the Dispatch and Alive, along with online ad to run weekend prior to event
Please stress to your volunteers, fosters, etc. what a fantastic opportunity this will be to find homes
for the animals in your program!
RESCUE/SHELTER/ANIMAL WELFARE EVENT GUIDELINES
Vendor/Participant/Volunteer
Registration
Prize Wheel/
Raffle
Meet & Greet Rooms
Pup Playpen
EVENT MAP
Concessions
RESCUE/SHELTER/ANIMAL WELFARE EVENT GUIDELINES
BOOTH #
Organization Name
529
A.D.O.P.T. Pet Rescue
311
Adopt A Pit
310
All About the Paw Pet Rescue
333
Almost Home Dog Rescue of Ohio
214
American Bullmastiff Association Rescue Service
322
Animal Cruelty Task Force
312
ASPCA
315
BARELY USED PETS
512
Big Heart Dog Rescue
508
Buckeye Bulldog Rescue
504
Cane Corso Rescue Inc
426
Canine Collective
114/229
Capital Area Humane Society
118
Cat Welfare Association
307
Cause for Paws Ohio
341/343
Central Ohio Pomeranian Rescue
440
Central Ohio Sheltie Rescue, Inc.
430
CHA Animal Shelte
122/239
Colony Cats & dogs
241/243
Columbus Cocker Rescue
537
Corgi Rescue of Dayton
112
Cozy Cat Cottage Adoption Center
418
Faithful Forgotten Best Friends
320
Forever Dobes Rescue
221/223
Franklin County Dog Shelter
225
Friends of the Shelter
414
Hospets
120/235
Humane Society of Delaware County
208/210
Humane Society of Madison County
213/215
I Have a Dream Rescue Organization
327/329
Luv4k9s
324
Mercy's Door Pet Rescue
321/323
Miami Valley Pit Crew
314
Morrow County Dog Shelter
318
MRM Rescue Transports
326
National Canine Cancer Foundation
337
New Beginnings Animal Shelter
533
Ohio Basset Hound Rescue Inc.
109
Ohio SPCA
113/115
Peace For Paws Ohio
340/342
Perfect Pet Adoption Center
444
PetPromise, Inc.
116
Pets Without Parents Columbus
328
Powell Animal Welfare Society (PAWS)
334/336
Purebred Rescue Organization of Ohio
104
Rattie Tattie Rescue
434/436
ROYALTY DOG RESCUE
420/422
Sacred Hearts Animal Rescue & Sanctuary
418
SNAP of Central Ohio
408/410
Speak! for the Unspoken
209
Sweet Dream House Rescue Inc
539
The Humane Society of the United States
BOOTH #
Name of business
412
Alpha Healing Arts, LLC
217
Best Breed Pet Foods
207
Brown Dog Bandanas
117/216
Byers Subaru
424
Carved N Stone
316
Central Ohio Thank Dog Bootcamp
331
Champion Pet Food
535
Columbus All Breed Training
531
Dog N Frog
309
DoTERRA
308
Fitzpatrick Insurance Agency
107
Fromm Family Foods
510
Gooseneck Tavern
317
Guardian Protection Services
428
Imprints
211
Judith Vierow
438
Just Like My Babies
r332
Keller Williams/Lynn Realty
416
Merrick
406
Midwestern Pet Foods
219
Mutts & Co.
319
Natural Balance
233
Nutro Natural Choice
212
Origami Owl
442
Paw Kids
506
Paws of Love Treats
541
pawTree-Independent Consultant
227
Personal Baggage
231
Pet Butler
245
Pet Palace
330
PetPeople
345
Rascal Unit
339
Scentsy Fragrance
338
Small Paws
418
SNAP of Central Ohio
306
Stella & Chewy's
344
The Blue Buffalo Company
206
The Dog Trainer
335
The DogSpaw
237
The Jewelled Cat
313
theDogWorks/cats2
111
Thirty-Gifts Senior Consultant
325
UrbanHomespun
432
Zignature
543
SOS Ohio
106
Foster Table
108/110
Adoption table
100/102
Photo Booth
527
Smooch A Pooch